EUMENES, a computer software for managing the ... - IRPA12

EUMENES, a computer software for managing the Radiation Safety
Program information at an institutional level
Alejandro Hernández Saiz 1 , Néstor Cornejo Díaz, Maryzury Valdés Ramos, Alina
Martínez González, Niurka González Rodríguez, Alex Vergara Gil
Center for Radiation Protection and Hygiene. Calle 20 No. 4113 e/ 41 y 47. Playa. La
Habana
Abstract. The correct application of national and international regulations in the field of Radiological Safety
requires the implementation of Radiation Safety Programs appropriate to the developed practice. These
Programs demand the preparation and keeping of an important number of records and data, the compliance
with working schedules, systematic quality controls, audits, delivery of information to the Regulatory
Authority, the execution of radiological assessments, etc. Therefore, it is unquestionable the necessity and
importance of having a computer tool to support the management of the information related to the Radiation
Safety Program in any institution.
The present work describes a computer program that allows the efficient management of these data. Its design
was based on the IAEA International Basic Safety Standards recommendations and on the requirements of the
Cuban national standards, with the objective of being flexible enough to be applied in most of the institutions
using ionizing radiations. The most important records of Radiation Safety Programs were incorporated and
reports can be generated by the users. An additional tools-module allows the user to access to a radionuclide
data library, and to carry out different calculations of interest in radiological protection.
The program has been developed in Borland Delphi and manages Microsoft Access databases. It is a user
friendly code that aims to support the optimization of Radiation Safety Programs. The program contributes to
save resources and time, as the generated information is electronically kept and transmitted. The code has
different security access levels according to the user responsibility at the institution and also provides for the
analysis of the introduced data, in a quick and efficient way, as well as to notice deadlines, the exceeding of
reference levels and situations that require attention.
KEYWORDS: Radiation Safety Programs, software, databases, occupational radiation protection
1. Introduction
Radiation Safety Programs (RSP) in any institution using ionizing radiations generate a great volume
of information The correct application of these programs requires the preparation and keeping of an
important number of records and data, the compliance with working schedules, systematic quality
controls, audits, delivery of information to the Regulatory Authority, the execution of radiological
assessments, etc. Therefore, it is of a great help to have a computer tool to support the management
of all these information. Moreover, there is a broad consensus nowadays in the importance of
automat data management. Nevertheless, a software will not make the difference by its own. The
safety culture and the responsibilities of the Lisencees/Registrants, the Radiation Protection Officer
(RPO) and the rest of the workers are of most importance to achieve the objective of applying an
efficient RSP.
Although the development of programs for managing radiation protection data has not been a broadly
treaty topic, some efforts have culminated in programs with different objectives. Computer tools
created by the users of ionizing radiations are in general dedicated to control a specific data of RSP,
i.e. the control of radiation doses data received by occupationally exposed workers. Some existing
programs that integrate data of the whole RSP are not designed to be applied in the institutions using
ionizing radiations, i.e. RASSYN (National System for the Management of Radiation Safety Data),
developed by Centre for Radiation Protection and Hygiene (CRPH) and the Cuban Regulatory
Authority [1] since 1996; and RAIS (Regulatory Authority Information System) developed by IAEA
[2] since 1997. Both programs were designed to be used by the Regulatory Authorities. Syberad Ltd.,
1 ate@cphr.edu.cu
1

a company from the United Kingdom developed the program Health Physicist's Companion, an
interesting application as a radionuclide library and also to carry out different types of useful
calculations [3]. Smart Data Solutions Inc., a company, with headquarters in Atlanta, Georgia, USA,
has developed a Radiation Safety Database in the year 2000. This tool, named RS Solutions 2000 [4],
can be applied in institutions using ionizing radiations.
Eumenes makes possible the control of the main records generated during the application of a RSP.
Its design was based on the IAEA recommendations [5, 6] and on the requirements of the Cuban
national standards [7, 8, 9, 10, 11, 12], with the objective of being flexible enough to be applied in
most of the institutions using ionizing radiations in any country. It is a supporting tool in the
optimization of those programs and would allow to analyze the introduced data, in a quick and
efficient way, as well as to notice deadlines, the exceeding of reference levels and situations that
require attention. It will also avoid some common regulatory violations that occur from poor and
inefficient record keeping. Eumenes was developed in Borland Delphi and manages Microsoft
Access databases. It is a user friendly code that contributes to save resources and time, as the
generated information is electronically kept and transmitted. The code has different security access
levels according to the user responsibility at the institution.
The development of this computer tool and the generalization of its use in Cuba is a specific result of
a R&D Project conducted by CRPH in the frame of a program with government funds, managed by
AENTA (Nuclear Energy and Advanced Technologies Agency) from CITMA (Ministry for Science,
Technology and Environment). The project will finish by the middle of 2009.
2. Software description
Eumenes comprises seven main modules. The user can access to all this 7 modules from the opening
screen, see Fig.1.
Figure 1. Opening screen-shot of Eumenes.
1. General Options Module: Here, the user introduces the general data of the institution; see Fig.2,
the authorized practices and nuclides, the Licensee/Registrant and RPO data, the logo and
headings to be used in the reports. This module also allows controlling the users of the system
(and their access level for managing the data), and changing their access passwords.
2

Figure 2. Screen-shot with the form to be filled with the general data of the institution.
2. Radiation Protection Records Module: It allows accessing the RSP records concerning the
assets of the institution (see Fig.3), to display, to add, to modify or to delete data. Occupationally
Exposed Workers (see Fig. 4) with, among others, its exposure records 2 ; monitoring equipment,
inventory of radioactive sources (see Fig. 5) and/or radiation generators, Safety Important
Elements (SIE), individual protective equipment, etc. are among those records.
Figure 3. Screen-shot of the Radiation Protection Records Module.
2 This record includes personal data, the nature of the work involving occupational exposure, previous employs,
information of doses, exposures and intakes in routine work and in emergency situations, training, individual
licensing and the results of the health surveillance.
3

Figure 4. Screen-shot of the Occupationally Exposed Worker Record. Here the user can gain access
to exposure records, training activities, individual licencing, etc.
Figure 5. Screen-shot with the form to be filled with the radioactive sources data.
3. Processes Module: Through this module, the user gain access to data associated to the
implementation of a RSP, to display, to add, to modify or to delete these data. The following are
some of the identified processes:
1. Authorization of practices.
2. Doses assessment to occupationally exposed workers.
3. Individual and workplace monitoring.
4. Regular leak test of sealed sources.
4

5. Internal and external audits.
6. SIE functioning, repair and maintenance control.
7. Generation and management of radioactive wastes and disused sources.
8. Management of incidents and emergencies.
9. Workers individual licensing process.
10. Workers training.
11. Health surveillance.
12. Completion status and checking individual protective equipment and resources to face up
emergencies.
13. Movement of portable gauges, sources and radiation generators.
14. Calibrations, maintenance and repair of monitoring equipment.
15. Calibrations, maintenance and repair of radiation generators.
4. Classifiers (codifiers) Module: It allows accessing the system classifiers. It is one of the most
important elements to ensure customizing the system in any country, due to the possibility of the
system manager (usually the RPO) to modify (edit) these classifiers. Through classifiers
customizing, the user can adopt local terms and names. Classifiers take the form of pull-down
lists and make data entry easier; minimize errors during these entries and allow data correlation
to be used in different reports. Fig. 6 shows an example of a classifier.
Figure 6. Screen-shot of Practices Classifier.
5. Additional Tools Module: It groups several tools (see Fig. 7) allowing the user, among others:
a) To gain access to a useful nuclide library with selected data of more than 600 nuclides (see
Fig. 8 and 9). Nuclides data were obtained from [5, 8, 12, 13, 14, 15].
b) To carry out simple calculations usually made by the RPO. This option uses data from the
nuclide library. The following are some of the calculations included:
• activity decay,
• radiation doses received by external exposures to point gamma and neutron sources (and
also other geometries for gamma sources),
• equivalent dose by skin contamination,
• committed effective doses for occupationally exposed workers an members of the public
by intake of nuclides (inhalation and ingestion) and for patients by intake of
radiopharmaceuticals,
• time needed to clear radioactive wastes.
5

6
c) To create and modify check lists to be applied during internal audits of the RSP.
d) To access national legislation currently in force.
e) To gain access to information about Radiation Protection Fundamentals (with training
objectives).
Figure 7. Screen-shot of the Additional Tools Module.
Figure 8. Window of the Nuclide Library opening screen.
Once the user click on “Visualizar” button, can accede several data grouped according to the
calculation objective (see Fig. 9).

Figure 9. Screen-shot of one of the data groups for Co-60.
6. Reports and Correlations Module: Although pre elaborated reports of specific elements can be
generated using the option List/Print “Listar/Imprimir” from each screen (see Fig. 10), this
module allows displaying reports generated by the system. Eumenes includes reports of:
classifiers, nuclide library and others associated to the records of the RSP.
Figure 10. Screen-shot of a report (Occupationally Exposed Workers). Note that headings and logo
of the institution in the report are customized according to the information previously entered.
7. Help Module: It provides information of the content and use of the system.
7

Figure 11. General structure of the main modules of Eumenes.
3. Conclusions
Eumenes is a computer tool designed to be applied in institutions using ionizing radiation. The
control of the several constituents of the RSP can be done at a deeper level than if it be used a system
designed to be applied by the Regulatory Authority. It guarantees the reliability of the stored
information and reduces the time to locate it; these advantages allow increasing efficiency in the
application of the RSP. All of this leads to a higher level of safety and security of practices in the
institution.
Main features of Eumenes:
1. Multiple access, controlled by the system manager (usually the RPO).
2. Contains most of the principal records generated during application of a RSP.
3. Possibility to create reports with selected information.
4. Nuclide library with selected data of more than 600 nuclides.
5. Possibility to carry out useful calculations using the data in the nuclides library.
6. Customized classificators.
7. Access to national legislation in force.
8. Warning signals to notice e.g.: deadlines for authorizations, equipment calibration, the exceeding
of reference levels, and several situations that require attention.
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ACCESS
ACCESS
CONTROL
CONTROL
RADIATION RADIATION SAFETY
SAFETY
PROGRAM PROGRAM RECORDS
RECORDS
Classif. Classif
ADDITIONAL ADDITIONAL TOOLS
TOOLS
Logo Logo & & headings
headings
to to be be used used in in reports
reports
CUSTOMIZED CUSTOMIZED INFORMATION
INFORMATION
OF OF THE THE INSTITUTION
INSTITUTION
REPORTS
REPORTS
Add, Add, Add, Add , delete
delete
and and modify
modify
data
data
REPORTS
REPORTS
General
General
data
data
Areas, Areas, Areas, Areas ,
rooms
rooms
Classif. Classif Classif. Classif
REPORTS REPORTS
REPORTS
REPORTS
Nuclide Nuclide library
library
View View data data Calculations
Calculations
ASOCIATED
ASOCIATED
PROCESSES
PROCESSES
Radiation Radiation Protection
Protection
Fundamentals
Fundamentals
(Information
(Information
(Information
Information for for Training)
Training)
National National legislation legislation in in force
force
Classif. Classif

4. References
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radiológica”, (Proc. II Workshop on Nuclear and Radiation Safety, La Habana, Cuba), (1996).
[2]. INTERNATIONAL ATOMIC ENERGY AGENCY, Regulatory Authority Information
System (RAIS), Vienna (1997).
[3]. SYBERAD Ltd., The Health Physicist’s Companion, Version 1.4.3, (2002),
http://www.syberad.com and http://www.syberad.co.uk
[4]. SMART DATA SOLUTIONS Inc., RS Solutions 2000, (2000),
http://www.smartdatasolutions.net/
[5]. FOOD AND AGRICULTURE ORGANIZATION OF THE UNITED NATIONS,
INTERNATIONAL ATOMIC ENERGY AGENCY, INTERNATIONAL LABOUR
ORGANISATION, OECD NUCLEAR ENERGY AGENCY, PAN AMERICAN HEALTH
ORGANIZATION, WORLD HEALTH ORGANIZATION, International Basic Safety
Standards for Protection against Ionizing Radiation and for the Safety of Radiation Sources,
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[6]. INTERNATIONAL ATOMIC ENERGY AGENCY, Recommendations for the Safe Use and
Regulation of Radiation Sources in Industry, Medicine, Research and Teaching, Safety Series
No. 102, IAEA, Vienna (1989).
[7]. MINISTERIO DE CIENCIA, TECNOLOGÍA Y MEDIO AMBIENTE, Reglamento “Normas
Básicas de Seguridad Radiológica”, Resolución conjunta CITMA – MINSAP, La Habana
(2002).
[8]. CENTRO NACIONAL DE SEGURIDAD NUCLEAR, Resolución No. 25/98, Reglamento de
Autorización de Prácticas Asociadas al Empleo de Radiaciones Ionizantes. CNSN, La Habana
(1998).
[9]. CENTRO NACIONAL DE SEGURIDAD NUCLEAR, “Guía para implementación de los
reglamentos de seguridad en la práctica de radiografía industrial”, La Habana (2004).
[10]. CENTRO NACIONAL DE SEGURIDAD NUCLEAR. Guía para la Implementación de los
Reglamentos de Seguridad en la Práctica de la Medicina Nuclear. Resolución No. 33, La
Habana (2001).
[11]. CENTRO NACIONAL DE SEGURIDAD NUCLEAR: Guía para la Implementación de los
Reglamentos de Seguridad en la Práctica de la Radioterapia. Resolución No. 34, La Habana
(2001).
[12]. CENTRO NACIONAL DE SEGURIDAD NUCLEAR. Guía sobre niveles de desclasificación
incondicional de materiales sólidos con muy bajo contenido radiactivo y descargas de líquidos
y de gases al medio ambiente, La Habana, enero (2004).
[13]. OECD Nuclear Energy Agency. Janis, Version 3.0, June (2007).
[14]. DELACROIX, D., Radionuclide and Radiation Protection Data Handbook 2002. Radiation
Protection Dosimetry. Vol. 98 No. 1, (2002).
[15]. INTERNATIONAL ATOMIC ENERGY AGENCY, Regulations for the Safe Transport of
Radioactive Material, Safety Standards Series No. ST-1, IAEA, Vienna (1996).
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